Department: Various Departments

Reports Directly to: Administrator / Department Director

Purpose of Your Job Position:

The primary purpose of your job position is to provide assistance to the Director of your assigned department in ongoing duties and special projects as assigned. 

Delegation of Authority:

As an Office Assistant you are delegated the administrative authority, responsibility and accountability necessary for carrying out your assigned duties.

Job Functions:

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

• Provide assistance to the Department Director in special assigned projects.
• Act as directed by the Department Director in providing support and communication between the Department Director and other departments within the facility.
• Perform general clerical and administrative duties as required or directed by the Department Director in support of the administrative functions of all departments within the facility.
• Accept and perform temporary or long-term assignments to various departments within the facility as required by the Administrator.
• Assist Department Directors in the development and use of written departmental policies and procedures.
• Ensure that all employees, residents, visitors, and the general public follow the facility established policies and procedures.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Assist Department Directors with the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services. 
• Maintain an adequate liaison with families and residents.
• Review and assist in developing a plan of correction for deficiencies noted during survey inspections .
• Maintain a good public relations program that serves the best interest of the facility and community alike.
• Maintain a productive working relationship with the medical profession and other health related facilities and organizations.
• Assist in setting the tone and atmosphere of the facility.

Committee Functions

• Serve on various committees of the facility as appointed.

• Prepare written and/or oral reports for the Department Director to submit to committees as directed and implement recommendations as instructed.
• Participate in and provide information to the Quality Assurance and Assessment Committee for the purpose of identifying and correcting problem areas, and/or the improvement of services.

Personnel Function

• Work with personnel matters as required. Keep all personnel matters strictly confidential.
• Assist in standardizing the methods in which work will be accomplished.
• Schedule and participate in departmental meetings.
• Coordinate staff meetings and maintain minutes of meetings.
• Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility and also with outside agencies to ensure that the activity needs of the residents can be met.
• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment. 
• Report occupational exposures to blood, body fluids, infectious materials and hazardous chemicals to your supervisor.

Staff Development

• Participate in the development of and participate in regularly scheduled orientation and in-service training programs as needed in relation to assigned department needs.
• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
• Participate and assist in departmental studies and projects as assigned, or that may become necessary.
• Attend and participate in appropriate in-service training programs prior to performing tasks that may result in exposure to blood, body fluids, infectious materials, or hazardous chemicals.
• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.

Safety and Sanitation

• Report all incidents/accidents immediately.

• Practice safety policies and procedures of the facility.
• Report all unsafe/hazardous conditions/equipment immediately.
• Report missing/illegible labels and MSDSs to your supervisor.
• Practice infection control policies and procedures of the facility.
• Use protective clothing/devices when handling infectious waste and/or blood/body fluids.
• Ensure that the social service personnel participate in and conduct all fire safety and disaster preparedness drills in a safe and professional manner.

Equipment and Supply Functions

• Ensure that adequate supplies and equipment are on hand to meet the day-to-day operational needs of the department.

Resident’s Rights

• Maintain the confidentiality of all resident care information.
• Knock before entering a resident’s room

• Review complaints and grievances made by the resident and make a written/oral report. Refer to the Social Services Department as needed.
• Report and investigate all allegations of resident abuse and/or misappropriation of resident property. Document. Provide follow-up to the required agencies.
• Inform the resident/family of the resident’s personal and property rights.
• Assist resident with information concerning resident rights, etc.

Working Conditions

• Works in office area(s) as well as throughout the facility.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Communicates with the medical staff, nursing personnel, and other department supervisors.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Is involved in community/civic health matters/projects as appropriate.
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.

Qualifications for the Position

Education

• High School diploma.

Experience

• No experience required. Previous office experience helpful. Computer skills a must.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions. 
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public.
• Must possess leadership and supervisory ability and the willingness to work harmoniously with and supervise other personnel.
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality care.
• Must have patience, tact, a cheerful disposition and enthusiasm, as well as the willingness to handle residents based on whatever maturity level in which they are currently functioning.
• Must be willing to seek out new methods and principles and be willing to incorporate them into existing social services procedures.
• Must be able to relate information concerning a resident’s condition.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination. Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and at time, hostile people within the facility.
• Must be able to push, pull, move, and/or lift a minimum of 20 pound to a minimum height of 3 feet and be able to push, pull, move, and /or carry such weight a minimum distance of 10 feet.
• Must be able to assist in the evacuation of residents during emergency situations.